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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteFor a normal export paid in full, give your authorised-dealer (AD) bank a matching commercial invoice, shipping bill or bill of export, foreign-inward-remittance evidence, the supporting bank statement, and the applicable eBRC or bank-realisation record. Keep your IEC, PAN, GST details, AD code and linked account information ready for KYC checks. The bank—not the exporter—reconciles the payment with Customs data and updates the RBI’s Export Data Processing and Monitoring System (EDPMS). Ask your AD bank for its current form, portal or email instructions before filing because operating checklists differ by bank.
What EDPMS closure means
EDPMS is the RBI platform that brings together Customs shipping-bill data, bank realisation information and DGFT IEC details. An export entry is closed only after the AD bank matches the inward remittance to the relevant shipping bill and reports the transaction as completed. A payment appearing in your account does not, by itself, close the entry.
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Indian Bank’s EDPMS customer FAQ describes the sequence plainly: once the remittance is matched, the export transaction is closed in EDPMS for RBI compliance. The exporter supplies documents and instructions; the AD bank performs the reconciliation and system update.
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Core EDPMS closure documents
Prepare one clearly labelled file for each shipping bill, unless your bank instructs you to use a consolidated submission. The ordinary full-payment packet contains the following items.
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1. Commercial or export invoice
- Invoice number and date.
- Currency and declared export value.
- Exporter and buyer details that correspond with the Customs and bank records.
- Any item or shipment reference the bank uses to identify the transaction.
The invoice establishes the value against which the inward remittance is reconciled. Use the same number, date, currency and value shown in the shipping bill and payment records. If a commercial adjustment changed the amount, attach a reconciliation note rather than silently submitting conflicting figures.
2. Shipping bill, bill of export or equivalent declaration
Submit the Customs shipping bill or bill of export and check its number and date against the open EDPMS entry. For a non-EDI export, provide the applicable export declaration or equivalent Customs record accepted by your bank. A wrong digit in the shipping-bill number can prevent an otherwise valid payment from being matched.
3. Foreign inward-remittance evidence
Give the bank the strongest payment trail available for the transaction. Depending on how the money arrived, this can include:
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- IRM details and the UTR or other payment reference.
- SWIFT or payment confirmation.
- FIRA or FIRC, where the bank issued one.
Specify the remitter, amount, currency, value date and reference number. A FIRC or FIRA can support the file, but the bank still has to connect the underlying remittance to the shipping bill in EDPMS.
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4. Bank statement
Attach a statement page showing the credit entry, value date and remitter details. The statement corroborates the remittance evidence; it is not necessarily sufficient on its own. If the statement abbreviates the remitter or combines several credits, add the bank’s credit advice or a transaction-level remittance report.
5. eBRC or other bank-realisation record
An electronic Bank Realisation Certificate (eBRC) links realised foreign exchange to the export transaction. DGFT’s current workflow allows exporters to self-declare eBRCs from IRMs shared by participating banks, while banks retain access for reconciliation. Include the eBRC number or realisation record your bank can trace to the shipping bill.
Do not assume that a newly generated eBRC replaces an older bank-issued certificate. DGFT’s FAQ dated 21 April 2025 distinguishes DGFT-generated eBRCs from legacy eBRCs issued by banks.
6. KYC and account identifiers
Keep these details available for verification:
- Importer Exporter Code (IEC).
- PAN.
- GST registration details, where applicable.
- AD code.
- The bank-account number and branch details linked to the export.
The bank may request updated KYC or a declaration if the account, legal name, constitution or authorised signatory has changed since the shipment.
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Documents for exceptions and mismatches
When the amount, timing or settlement method differs from a straightforward full payment, add an explanation and evidence. The bank cannot close an exception safely from a bare request.
Advance payment received before shipment
Give the AD bank a written mandate identifying the shipping bill against which the advance IRM should be appropriated. Include the advance remittance reference and the final invoice so the bank can connect the pre-shipment money with the completed export.
Partial realisation, deductions or short payment
Submit a reconciliation statement showing the invoice value, amount received and exact difference. Explain each deduction, such as agent commission, bank charges, agreed discount or another contractual adjustment. Attach debit notes, commission statements, buyer correspondence or other documentary support requested by the bank. The bank decides whether the explanation and evidence satisfy the applicable reporting rules.
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If payment arrived after the permitted period, ask the AD bank to request or record an extension. Provide the shipping-bill details, payment trail and reason for delay. The bank updates the exception in EDPMS; an exporter cannot unilaterally change the status.
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Write-off of unrealised export proceeds
A write-off requires evidence that reasonable recovery efforts were made. RBI guidance lists examples such as an overseas buyer’s insolvency supported by an official-liquidator certificate, settlement through an embassy or chamber, or destruction or auction of goods by authorities. Provide the relevant certificates, correspondence, legal records or authority reports. Where applicable, surrender export incentives in proportion to the amount written off.
Set-off against an import
For a set-off, provide the written, legally enforceable agreement or verifiable mutual consent required for the case. Identify the matching export and import invoices, amounts and counterparties. Ask the AD bank to report both legs separately so the export realisation and import payment remain traceable.
Refund, re-import, destruction or overseas auction
Expect to prove that the transaction was genuine and that export incentives were not claimed or have been surrendered. If goods were destroyed or auctioned abroad, supply the independent documentary proof that supports any waiver of re-import. Include the refund trail, Customs records and buyer or carrier documentation where relevant.
Cancelled or unusual shipments and payment-platform receipts
Keep cancellation or return records, platform remittance reports, settlement statements and any declaration the bank requests. A platform receipt alone may not identify the underlying export, remitter or IRM, so provide the bank’s transaction-level credit advice and a mapping to the invoice and shipping bill.
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How the current eBRC process works
- The bank uploads or shares the inward-remittance (IRM) information through its integrated process.
- The exporter accesses the relevant IRM in the DGFT workflow and declares the eBRC details against the export.
- The bank reviews the declared information during reconciliation and uses it with the shipping-bill and payment records.
- If a DGFT-generated eBRC is wrong, the exporter can cancel it and submit the corrected declaration.
- A legacy eBRC issued by a bank cannot be cancelled through the same DGFT function; request cancellation or reissue from the issuing bank.
A bank policy issued in 2024 records IRM uploads to DGFT beginning 1 February 2024, enabling exporters to generate eBRCs at their end after the bank’s integration is active. Availability depends on the bank’s implementation, so confirm that the IRM has actually been shared before attempting a declaration.
Small-value EDPMS entries
A 2024 bank policy describes a special procedure for EDPMS entries of ₹10 lakh or less. Under that bank-implemented facility, closure may be based on an exporter declaration, and declarations may be consolidated quarterly. This is not a universal rule for every bank. Confirm the eligibility threshold, declaration wording, supporting records and submission channel with your own AD bank before relying on it.
Step-by-step submission workflow
- Obtain the open-entry list. Ask the AD bank or its trade portal for the current list of shipping bills still open in EDPMS.
- Create a transaction map. For each entry, record shipping-bill number and date, invoice number and value, remitter, currency, credit date, UTR and IRM or eBRC reference.
- Check values and identifiers. Resolve differences in currency, decimal placement, invoice numbering, shipping-bill dates or account names before submission.
- Add the realisation record. Attach the eBRC, IRM details or bank-realisation record and the statement page showing the credit.
- Attach KYC details. Include IEC, PAN, GST details where applicable, AD code and linked account information in the form or cover letter requested by the bank.
- Document exceptions. Add mandates, reconciliation statements, extension requests, write-off evidence, set-off agreements or refund and re-import records as applicable.
- Use the specified channel. File through the AD bank’s branch, email address or trade portal. Do not send sensitive documents to an unverified address.
- Request reconciliation and retain proof. Ask the bank to match the remittance, update EDPMS and provide an acknowledgement or ticket number.
- Verify completion. Check that the entry displays completed or closed in the bank’s portal or written confirmation, then retain the packet and acknowledgement with the export records.
Common failure points and fixes
| Problem | Why it blocks closure | What to provide or do |
|---|---|---|
| Payment credited but entry remains open | The credit has not been matched to the shipping bill in EDPMS. | Send the invoice, shipping bill, credit advice, statement, UTR and IRM or eBRC reference; request bank reconciliation. |
| FIRC or FIRA supplied alone | The certificate may not show the exact Customs entry or may omit transaction mapping. | Add the shipping bill, invoice, bank statement and transaction-level remittance details. |
| Short realisation | The bank needs to establish why the received amount is lower than the declared value. | Provide a line-by-line reconciliation and evidence of commissions, charges, discounts or other deductions. |
| Wrong or missing IRM | The exporter cannot declare an eBRC against an IRM the bank has not shared or has uploaded incorrectly. | Ask the bank to correct or share the IRM, then regenerate or amend the DGFT declaration. |
| Legacy eBRC cancellation requested on DGFT | Older bank-issued certificates follow the issuing bank’s process. | Contact the issuing bank for cancellation or reissue instructions. |
| Set-off or write-off without legal support | Exceptional closure requires evidence under RBI conditions. | Submit the enforceable agreement, recovery records, certificates and incentive-surrender proof where applicable. |
| Small-value declaration assumed to apply | ₹10 lakh treatment is a bank-implemented facility, not an automatic entitlement. | Confirm threshold, quarter format and eligibility with the AD bank first. |
How to make the packet bank-ready
- Use one consistent invoice number, shipping-bill number and date everywhere.
- Show currency and value in every reconciliation, not just the cover email.
- Highlight the exact credit line on the statement and label supporting pages.
- Separate each shipping bill when one remittance covers multiple invoices, then provide an allocation schedule.
- Explain every difference before the bank asks for clarification.
- Use the legal exporter name and account details held by the AD bank.
- Protect account numbers and remittance documents when transmitting by email.
- Save the bank’s acknowledgement, final status and any corrected eBRC or IRM record.
What to confirm with your AD bank before filing
Ask for the bank’s current checklist and confirm whether it accepts submissions by portal, email or branch. Verify the required declaration format, accepted file types, authorised-signatory rules, handling of advance payments and partial realisation, write-off and set-off procedures, IRM/eBRC integration, acknowledgement method and applicable fees. Provider marketing claims are not a substitute for the bank’s current tariff or operating instructions.
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If an entry remains open after submission, request the specific mismatch in writing: shipping-bill data, invoice value, remitter, UTR, IRM, KYC or exception evidence. Correct that item and ask the bank to rerun reconciliation rather than resending an unchanged packet.
Quick Recap
Key points to retain
- The AD bank, not the exporter, performs the EDPMS update.
- The normal packet is the invoice, shipping bill or bill of export, remittance proof, bank statement, eBRC or realisation record, and KYC identifiers.
- A FIRC or account credit does not independently close a shipping bill.
- Short, delayed, written-off, set-off, refunded and re-imported transactions need explanations and evidence.
- DGFT’s post-integration workflow supports exporter self-declaration of eBRCs from bank-shared IRMs, while legacy bank-issued eBRCs remain subject to the issuing bank’s process.
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